SSSS Minutes – October 2, 2018, meeting commenced at 6:40 pm
Location: Tugboat Annie’s Viewpoint Room
Attendance: Commodore Jim Larsen Vice-Commodore Casey Jones
Secretary Barbara Kiliz Treasurer Beth Brownell
Race Chair Jeff Hogan Past Commodore Joy Johnson Ship-to-Shore Editor Steve Worcester Guests: Dee Larson, Rich Adams
Casey motioned for September minutes to be approved. Steve seconded. Motion passed.
No program chair at this time. Program meeting ideas and calendar are as follows:
- October – Joy to contact Richard re: clipper race and what medium he needs for presentation
- November – Race rules with Norm
- December – Potluck first to increase socialization, then decorated wine bottle auction to benefit the food bank. Auction from 8:00 – 9:00. Terry is auctioneer
- January – undetermined
- February – Non-petrochemical diesel fuel, or preparing food without water. Joy suggested contacting the author of the book about water or look at other club presentation lists
- Other ideas to be considered, review Sept 2018 board meeting notes
Burgees have arrived. Members who paid for burgees since Sept 8 will be sent.
Membership forms should be kept for one current year then shredded, based on renewal date. Inactive records will be kept online in perpetuity in case members decide to opt back in and renew their membership.
KEYS: Two more mailbox keys for the PO box need to be ordered. Jeff has a shed key. Commodore has key to the community board at Swantown for posting SSSS event information.
Financial hacker review: The bank recovered partial. Beth provided a check for the remainder. Casey motioned to deny Beth paying personally for a club threat. Joy seconded. Beth abstained. Motion carried.
Treasurer report:
- Accountant is filing 4 years of returns. We are getting $7153 refund.
- New bank account created due to hacker. CPA has access, Commodore and Vice Commodore, treasurer. Policy is to double check communication between board members especially in relationship to bill payment or money disbursement.
- 501(c)7 – the CPA will meet with the Commodore and Vice to discuss our potential qualification and cost benefit analysis. Casey, Beth, Steve and Jim are slated to meet with the CPA and report back to the board.
- TwinStar bank signers have to be changed to reflect the current board. Commodore Jim Larson and Vice Commodore Casey Jones have to be added as signers.
Cruise chair – no cruise chair at this time. Joy is double checking the cruise dates on the website match the printed calendar. Only known discrepancy is that the January cruise was moved to March.
Board reports:
- Vice Commodore: Need a more solid bridge between new members and cruising or sailing connections. VC will talk through this at the member meeting and callout captains at the monthly meeting to marry up new members with relevant captains.
- Race Chair: Racer list needed to reach out to current racing members
- STS Editor: Articles needed
- Secretary:
- Club address needs to be added to the membership form, per member request
- Meeting minutes will be posted to the website
- Will request membership card and member card artwork from Vistaprint/Noreen
- Treasurer:
- Postage information is needed. Per Steve/STS – $60 per month is needed to mail the Ship to Shore and we have enough for nine monthly mailings at this time.
- Treasurer is giving Steve Worcester the debit card today
- Commodore and Vice Commodore must sign signature cards with bank account
- Steve Worcester and Commodore need to sign signature cards at Olympic Federal
- Beth, Casey and Jim need to be updated in PayPal as authorized users
- PayPal swiper needs to be ordered. Treasurer will accomplish
- Incidentals for office such as staples, envelopes, ink need to be purchased. Board unanimously approved ordering of small amount of office supplies
- Cruise Chair:
- This position is unfilled. Rich Adams, our guest, is interested in being cruise chair.
- Beth nominated Rich as Cruise Chair. Steve seconded. Board unanimously accepted.
- Rich: first goal is to develop a survey to see why members do and do not attend cruises
- Past Commodore: Group effort to recruit for Secretary and future Vice Commodore.
Meeting adjourned at 8:43
SSSS Minutes – September 4, 2018, meeting commenced at 6:30 pm
Location: Tugboat Annie’s Viewpoint Room
Attendance: Commodore Jim Larson Vice-Commodore Casey
Secretary Barbara Kiliz Treasurer absent
Race Chair Jeff Hogan Assistant Race Chair Paul Paroff
Cruise Chair/Past Commodore absent Ship-to-Shore Editor Steve Worcester
Member-at-Large absent
Guests: Dee Larson
Jeff motioned for June minutes to be approved. Barb seconded. Motion passed.
Treasurer report was reviewed.
Suggestion made to have board members make announcements in front of the group at meetings to facilitate awareness of who the board members are and what committees they represent.
Program meeting list from June meeting needs to be retrieved from Noreen. Ideas for meetings:
- Ballard Sails, sailmakers (Alex or Joe) – November – confirmed per Casey
- Biodiesel from waste
- Provisioning for long trips and low water use
- Outboard club
- Stars and Star racing
- Dinghies and dinghy racing
- Mary Campbell 2018 trip (and saltwater bread)
- Safety
- Jeff Causey New Zealand project
- Richard Bigley and the Clipper race
- TPM Crout about building a wood sailboat
- Website cool tools
Postcards for membership cards need to be reordered. Jeff motion to order 200. Steve seconded. Motion passed.
Swag is no longer being sold – offered online. Decals, burgees and stickers will be sold to members only. Barb to check with Beth and Steve to see if PayPal credit card reader has been procured.
September meeting to include discussion about email use and opting out; recruitment for policy subcommittee; pocket cruiser fleet.
Jim is going to ensure board email includes all current members and sending out googledocs info to all. Documentation will be stored on googledocs for continuity; ‘where’d you go in 2018’ map markers for member interaction.
Casey motioned for Jim to be reimbursed $69 for maps; Steve seconded. Motion passed.
Discussion about reciprocals and possibly adding more. Barb to contact Marvin Young and Yacht Destinations for more information.
Meeting adjourned at 8:05
SSSS Minutes – June 5, 2018, meeting commenced at 6:30 pm
Location: Tugboat Annie’s Viewpoint Room
Attendance: Commodore Joy Johnson Vice-Commodore Jim Larson
Secretary Barbara Kiliz Treasurer Steve Lewis
Race Chair Jeff Johnson Assistant Race Chair Jeff Hogan
Cruise Chair/Past Commodore Mary Campbell Ship-to-Shore Editor Steve Worcester
Member-at-Large Noreen Light Guests: Dee Larson, Casey, Beth
Webmaster Jim Larson
May Minutes approved as amended.
Jim Larson recommended incoming board members send emails to him with instructions regarding access and date of turnover to ensure a smooth transfer between incoming and outgoing officers.
Mary motioned to finalize the budget as submitted. If any major additions come up in the new year, the board will call a separate meeting. Jeff Johnson seconded. Motion passed unanimously.
Jim Larson is presenting a request to OYC to renew our meeting lease at $150 per month, 10 months per year including parking effective September 1. Jeff Hogan motioned for approval of the rate and terms. Steve Worcester seconded. Motion passed unanimously.
Joy reviewed the calendar dates. Commodore cruise moved to Sept. 15. Need deadline for event submission from calendar organizer.
After discussion, Mary recommended a resolution to update all bank accounts (Oly Federal and Twin Star), Visa account to reflect incoming treasurer, commodore and CPA as follows:
- Add Candace Wood, CPA as read access only
- Remove Steve Lewis; add Jim Larson and Beth Brownell as signature authority
- Attain a new Twin Star debit card and PayPal access for the Treasurer
Steve Worcester seconded the motion. Motion passed unanimously.
Suggestion was made to provide written motions at meetings for clearer communication.
Steve Lewis reported that David (CPA) stated that IRS 277 does apply to SSSS Club but is not a change of accounting method. We will still track member vs. non-member.
Jeff Hogan motioned to send 2017 taxes to Candace Wood to finalize. Steve Worcester seconded. Motion passes.
Jeff Hogan motioned to send existing documentation for 2014-2016 taxes to Candace Wood to finish and file. Steve Worcester seconded. Motion carried unanimously.
An IRS 8822-B Change of Responsibility form was filled out by Jim Larson; Joy signed.
Insurance contract was discussed. Steve Worcester motioned to accept. Mary seconded. Motion passed.
Jeff Johnson mentioned that it may be worthwhile to look into an insurance audit in the future.
Steve Lewis reported that estimated taxes for quarter 3 and 4 in October and December, and 1120 Corporate Tax are all automatically scheduled. Projected expenses this quarter will be covered including unpaid Washington use tax/sales tax. Also, we may incur a $1.00 per check image if we have to request check images for 2014 tax return documentations. Due dates for Dept. of Revenue is July 31, with receipts and books closed by June 30. Federal tax is due October 15. Candace Wood will be consulted on these issues.
Discussion regarding Toliva Shoals contribution cannot be accomplished yet because all expenses are not realized yet. Steve Worcester suggested we create a policy to formalize charitable donations. Net result after discussion was to finish discussion and defer resolution at September Board Meeting.
Joy reminded all board members to keep in communication over the summer months in order to ensure continuity and a smooth transition.
Mary presented a draft SSSS Club Board Member Handbook. Each board member should review their role and adjust as relevant. Consider new functions, such as facebook administrator, shed organization, mailbox, setup and takedown at meetings, etc. in order to make the handbook current, relevant, useful.
Jeff Johnson requested we move the award banquet to September instead of June because the trophy vendor is annually swamped during the month of June.
Mary suggested we find a way to facilitate sailing opportunities for non-boat owners by connecting them to club boat owners who are willing to bring them aboard, day cruises, race night ride-alongs, etc. Self-promoting via facebook and the overall idea will be announced at the June meeting in hopes of finding a volunteer.
Barb asked for confirmation that all forms, insurance, policies are maintained on google docs as a best practice. Discussion about historical documents including STS hard copies and e-copies ensued. Records retention (including membership forms), the handbook, whistleblower, conflict of interest, privacy policy on website, etc. were discussed.
Steve Lewis asked that the Secretary record minutes of the board elections at the June meeting.
Noreen mentioned that we should be cognizant of alcohol being promoted as a main event versus downplayed as incidental to the true event ie: potluck vs. ‘beer fest’. Potluck is the main event.
Meeting adjourned at 8:55
BOARD OF DIRECTORS MEETING MINUTES May 1, 2018
Those present were: Board Members; Jeff H., Mary C., Steve L., Steve W. Jeff J., Joy J., and Jim L. Guests: Dee Larsen and Casey.
CALL TO ORDER: 7:00 PM May 1, 2018
PLACE: Tugboat Annie’s, Viewpoint Room, 2100 West Bay Drive, Olympia, WA
OLD BUSINESS
Commodore Requested to have April Board Meeting Minutes Approved. Several members still need time to look them over so this will be tabled till the June Meeting.
Joy welcomed everyone and thanked them for attending.
NEW BUSINESS:
- Bookkeeper options/cost, approve hiring.
- Joy reported that they met with Candace Wood of Back Office Services. Candace is also a CPA with broad range of experiences. She would charge $65.00 per hour for her services. She estimates 1 hour a month is what is needed for her service after the initial set up. She estimates the cost of set up to be $500 or less. She is here in Olympia and uses Smart Vault to get info from the club. One person on the board would need to be responsible to upload to Smart Vault the necessary information to her. This person would need to send a cover page and Quick book number with that information or documents.
- Questions called by Joy: A. What does her service include? Her services would include preparing reports for board meetings, keeping the quick books, quality analysis, and prepping the state taxes. B. What will Quick books cost? QB is $5.00 per month the first year then could jump to $25.00 per month the following year. She could also do Federal Taxes for an additional fee. Going rate would be $1,000.00 per filing.
- Steve W. moved we hire Candace Wood to be our bookkeeper. It was seconded by Jeff J. Discussion followed: Jeff J said he wished we could have done this sooner. Casey said he is glad we got this done before next September.
- Joy called for a vote. All in favor. Motion passed.
- Note: We will ask bookkeeper to begin Quick Book tracking starting with Jan, 2018.
- Review/approve Budget
- Mary and Steve proposed the Treasurers Draft Budget
- Mary passed out draft for board to see. Budget is set up in way that will let us match up with IRS reporting our budget items. Both Mary and Steve went over the proposal together before presenting it. The way the budget was done in the past was to budget by board members categories. It will be better to budget more along the lines of what the activities actually are. Columns can be added in future if we need to add in new activities. The Dinghy Fleet did not put in a proposed budget. Mary suggested we offer a budget for fuel to them.
- Discussion held: Can bookkeeper track income of member/nonmember income? Yes. Note: This is not relevant to us having an activity as it only relates to taxes.
- Stars would like us to not approve the budget this month but post a draft on the web for all members to see before finalizing it. Discussion held.
- Discussion of the budget: A. Assuming 240 members the total revenue would be approx. $23,600 and total expenses would be approx.. $25,000 with after taxes would be a bit more of a loss. B. Steve L. suggested we charge a surcharge for mailing member burgees to raise income. C. Jim L. Suggested made we charge $10.00 more for membership to close the gap. D. Steve L. suggested we have charitable contributions.
- Jeff J. motioned we approve the draft budget and post it for members to see then vote on final budget in June. Seconded by Jeff J. Joy called for vote: All in favor. Motion passed.
- Taxes
- Joy proposed allocation of past taxes be paid out of General Fund for the Stars then going forward the budget would include their portion of tax payments.
- Steve L. proposed the General Fund absorb all past taxes instead of each area of the club paying a portion. Then allocating it forward to each area of the cub for future years. Steve W. seconded it. Discussion held.
- Jim L. proposed we always pay out of Gen Fund for taxes. That our dues income cover it.
- All agreed to pay taxes out of Gen. Fund
- Membership Dues
- Jim L. proposed we raise membership dues to cover the yearly losses.
- Jeff J. motioned we raise the membership dues to $55.00. Jeff H. seconded
- Discussion followed: Jim L suggested we could do a membership drive to offset costs instead. Steve L. suggested we put a surcharge of mailing to offset cost. Jeff H. was not in favor of adding on little add-ons to things. Steve W. reminded board our goal is to get people to come to events not just make money. Steve L. asked if we should wave the Pay Pal fees for paying online.
- Joy called for vote: All in favor of raising dues $55.00. Motioned passed
- It was decided we would begin new membership dues September 1, 2018. We will announce it in May meeting then again in June and implement in September.
- Plan summer/year without treasurer
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- Someone needs to have burgees ready to give out over summer.
- Someone needs to pick up mail regularly. Jim L and Steve W. will do this.
- Taxes due in July. Bookkeeper can do this.
- STS balance in account. Steve L will take care of this.
- Pay OYC for rent of room. Can be in advance??
- Monitor paypal – Notice should go to Joy or Jim L or Barb.
- Joy will have Jim Jones add to the membership application that the turnaround time to receive a burgee is two weeks.
-
- New Board Members:
- 1. At May board meeting Joy will introduce nominees for board positions.
2 At the June board meeting transfer of duties to new board members will take place.
3 Board members will be: Past Commodore – Joy Johnson, Commodore – Jim Larsen, Vice Commodore – Casey, Secretary – Barb, Cruise Chair – Mary Campbell. We do not yet have a Treasurer or a Program Chair.
- Reports from Board members
Commodore: Joy is volunteering with the Dinghy Fleet on May 12th opening day. OYC has asked if anyone could represent SSSS. No one is available.
Vice Commodore: After May meeting all leftover Swag can be used for prizes
Past Commodore: New board member job descriptions were passed out. Members should edit them and return them so they can be finalized for the meeting in June.
Race Chair: One more spring race and then going into trophy season. Also Jeff J. is new South Sound Racing Rep. Dave Knowlton has been doing it for the past 15 years.
Treasurer: Will work on past taxes first and then 2017 taxes
Program Chair: Note: Casey will try to get a presenter for the September meeting.
MEETING AJOURNED: 9:10 PM
SSSS Minutes – April 3, 2018, 6:30 pm
Location: Tugboat Annie’s Viewpoint Room
Attendance: Commodore Joy Johnson Vice-Commodore Jim Larson
Secretary Barbara Kiliz Treasurer Steve Lewis
Race Chair Jeff Johnson Member-at-Large Noreen Light
Cruise Chair/Past Commodore Mary Campbell Ship-to-Shore Editor Steve Worcester
Guests: Dee Larson, Casey
Meeting commenced at 6:33
March Minutes approved with comments on Google docs included
Kudos to Steve Lewis, Mary Campbell and Joy Johnson for relentless research into the 501(c)7 vs. 1120 C-Corporation discussions. Mary provided pros and cons and comments from CPA visits. One recommendation is that we do not hold raffles in the meantime. Silent auctions, dinners are okay. Decision is not required until after 2014-2017 taxes are completed.
Jeff motioned that the club should remain as a C-Corp (1120) for the rest of 2018 calendar year, and track member vs. non-member income. In February 2019 the board would then use the gathered data to make a decision to convert to 501(c)7 or remain a C-corp. Noreen seconded. Motion passed unanimously.
Joy is interviewing a potential bookkeeper on April 9. The idea of sharing OYC’s bookkeeper was discussed. Casey and Jeff had leads to potential bookkeepers. Mary and Joy are point persons for the bookkeeper interviews and will develop a short list of questions with Steve Lewis and prepare a rough job description for the position.
We need a treasurer! Noreen suggested we update job descriptions for both the treasurer and bookkeeper positions.
Discussed allocation methods between Toliva, Stars, and the general club for tax purposes. One method could be a based on a ratio of gross revenue, which was recommended by the CPA. Norm requested to see the numbers to understand how the ratio allocation was determined. Steve Lewis recommended we wait for the 2014-2016 tax refiling and 2017 tax filing so we can provide accurate numbers but will provide existing numbers to Norm. Also discussed possibility of a ratio of taxable revenue vs. gross revenue. Mary motioned to table the discussion; Steve Worcester seconded. Motion passed.
Noreen motioned to accept the Stars contract as amended. Steve Worcester seconded. Norm will take the contract to Bill Brosius to sign.
Steve Worcester made a motion for Mary to file the property taxes. Noreen seconded. Motion passed unanimously.
Steve Worcester nominated a person for the Sportsmanship Award. Jeff motioned for a vote. Nominee was approved unanimously.
Club efficiencies and best practices were discussed such as redundant positions and consolidation of accounts, pre-approved expenses, etc. Discussion with impacted parties is required. Jim suggested we take this on as a separate agenda item in the April meeting.
Steve Lewis recommended we add one more person to the online systems used for Federal and State tax filings. Steve Worcester nominated Jim, for a term of three years. Motion passed unanimously.
Steve Lewis reviewed expenses expected through the end of the year. Toliva expenses from 1st Quarter will be forwarded to Steve Lewis by Steve Worcester.
Cruise chair needed for Memorial Day cruise planning.
Steve Worcester has secured a booth at the Wooden Boats Festival to gain public awareness of the club.
Jim updated the discussion regarding email segmentation for various club activities. He will work with the webmaster to develop a means to use the data from WordPress.
The idea of a separate ‘members only’ area was discussed as a means to facilitate more confidential discussions between like-minded members.
Meeting adjourned at 8:50
SSSS Minutes – March 6, 2018, 6:30 pm
Location: Tugboat Annie’s Viewpoint Room
Attendance: Commodore Joy Johnson Vice-Commodore Jim Larson
Secretary Barbara Kiliz Treasurer Steve Lewis
Race Chair Jeff Johnson Assistant Race Chair Jeff Hogan
Cruise Chair/Past Commodore Mary Campbell Ship-to-Shore Editor Steve Worcester
Guests: Dee Larson, Casey, Clark, Absent: Member-at-Large Noreen Light
February Minutes approved with comments on Google docs included
Mary Campbell and Joy Johnson met with a CPA. Their suggestions were if we went forward with the 501c7 to file 3 years taxes, we should meet with a firm specializing in non-profit corporations in Bellevue to set up the bylaws, etc. and get an independent contractor bookkeeper for daily work and continuity; then continue to use CPA on an annual basis.
Mary Campbell reviewed draft agreement from Norm about Bill Brosius. Mary and Joy will meet with Stars to create a formal agreement.
Steve Lewis filed raffle prize winner paperwork to avoid penalties; waiting on response from winner. Certified letter has generated no response to date.
Steve Lewis motioned for Mary, Joy and Jim to investigate the firm in Bellevue and ask about the bylaws, requirements to meet 501c7 and other questions relevant to long term club management and structure. Jim Larson seconded.
Dates and destinations for cruises were discussed. Spring Fling is April 14-15 with Mary Campbell as cruise host. Red White and Blue cruise was deleted. Memorial Day cruise to Penrose Point is May 26-28; cruise host is needed. Soldier Sailor Cruise is June 9 with Maria as cruise host.
Jim Larson introduced the idea of using Mailchimp software for email distribution to facilitate communication to the different race, event, cruise, and meeting groups. Security and opt-out were brought up as concerns. Jim is going to do more research on the plug in and security.
Club apparel is now on the website, linking direct to the supplier who handles the transaction from order to payment to shipping. Members will be briefed about the option to customize their gear with their boat name. Burgees, calendars, decals and memberships are sales handled by the club.
Steve Lewis updated tax filing information for 2014-2017. Unanimous agreement to file an extension for 2017 filing.
Steve Worcester will look at feasibility of providing a full color version of Ship to Shore online.
Steve Worcester will confirm available space for the Wooden Boat Festival. We will have a wooden dingy and 3-4 people with brochures, membership forms and answering questions. No selling.
Barb Kiliz reviewed credit card readers; unanimous agreement to use laptop at meetings to facilitate membership signups for now.
Steve Worcester reminded all that Most Improved and Sportsmanship nominees are due next month.
Mary Campbell is working with OYC to offer two diesel engine classes, 12 persons per class.
Adjourned at 8:30
SSSS Minutes – February 6, 2018, 6:30 pm
Location: Tugboat Annie’s Viewpoint Room
Attendance: Joy Johnson, Mary Campbell, Jeff Johnson, Steve Worcester, Steve Lewis, Jeff Hogan, Jim Larson, Norm Smit, Casey, Joe, Barbara Kiliz.
Absent: Noreen Light
Guests: Dee Larson, Andy Sallers, Norm, Lisa
Unanimous approval of January 2018 minutes
Stars budget was adopted and motion passed. Norm and Lisa will return to March 6 meeting with a proposal regarding the distribution of funds that were collected for the use of Bill Brosius’ engine throughout the racing year. Due to our intention to act and become a 501c7 we could not directly distribute funds without it being considered inurement to a member. A proposal was introduced by Andy Sallers to purchase half of the engine. The board and the Stars are anxious to resolve this conundrum and elected to wait for Andy to send his proposal in writing.
Commodore: Suggest we consider accounting software for consistency and transparency. Motion was passed to purchase Quickbooks for Non-Profits; exact version to be determined after research.
Race chair: Toliva Shoals will have a sign-in sheet onsite to record name and club affiliation for dinner donations.
Past Commodore: The ship store can be moved to online in order to offer more choices in logo’d merchandise to members that can be customized with boat names. The vendor will also handle payments and taxes. Casey, Barb and Jim will define a preliminary list of merchandise. Possibility of 50 year anniversary logo was discussed.
Two diesel engine classes hosted by Olympic Yacht Club filled up immediately, 12 per class. Engine was donated.
Idea of a ‘meetup group’ for members who would like to sail in the Spring on race nights.
Possibility of adding a sailing event to the Wooden Boat Day was discussed. Steve W. to investigate.
Jeff Hogan: Andrew Kerr presentation was well attended.
Cruise Chair: Jerral Cove will be hosted by Jim. San Juan Flotilla is now a meetup; members will be informed.
Stephen Lewis: Annual State Registration update was shared with all. Quarterly filings for WA DOR, and City of Olympia are complete. Andy Saller produced a “Certificate of Existence” from the Secretary of State. This fixes a technical glitch in the State archives. The proposal was regarding the distribution of funds that were collected for the use of Bill Brosius’ engine throughout the racing year. Due to our intention to act and become a 501c7 we could not directly distribute funds without it being considered inurement to a member. Andy proposed creating a fractional lease agreement for part of Bill’s engine as a way to pay Bill for the use of his boat. Andy agreed to draft a contract.
A proposal was introduced by Andy Sallers to purchase half of the engine. The board and the Stars are anxious to resolve this conundrum and elected to wait for Andy to send his proposal in writing.
Secretary: Investigating the means to take payments by credit card through cell phone.
Meeting adjourned at 8:45 pm
SSSS Minutes – January 2, 2018, 6:30 pm
Location: Tugboat Annie’s Viewpoint Room
Attendance: Joy Johnson, Mary Campbell, Jeff Johnson, Steve Worcester, Steve Lewis, Jeff Hogan, Jim Larson, Mike Buffo, Barbara Kiliz
Absent: Noreen Light
Guests: Dee Larson, Barb Kiliz
Unanimous approval of December 2017 minutes
Noreen is on leave for five weeks. She will handle the speakers via email for the February meeting. Might need someone to meet the February speaker.
Secretary: Nothing to report.
IRS update: Steve L. stated that he paid the December tax payment. He is meeting with the CPA to confirm the best course of action regarding 501(c)7 filing status.
StS: This is boat show month. StS needs articles.
Toliva Shoal registration will open after the Duwamish Head race. The Toliva Shoal committee will produce fewer shirts this year. Toliva Shoals race and tee shirt design were discussed. Members will be offered the chance to work up a design.
Mary asked about charging non-members extra or giving members a discount. Steve thought we could consider this in the future.
No sales tax will be paid for the shirts since it is a fundraiser. Also sales tax is paid on by the Toliva Shoal committee on purchase.
Vice Commodore: Getting low on beanies.
Thinking about new merchandise – Jim is interested in new items including an SSSS t-shirt or hoodies.
The Island Home cruise is all set up. The salty sailor cruise will be to Henderson Inlet. The cruise in March will go to Jerrell Cove. Jim is considering a summer flotilla to the San Juan Islands.
Past Commodore: OYC is still working on their sailor education plan.
Race Chair: Duwamish Head and Inlet races are coming up. Andrew Kerr will speak on January 25. Jeff will consider having a non-member rate. Need to consider perks for members
Treasurer: Tax updates – Meeting with the CPA planned for January 5 to look at state tax liability. Some state tax deadlines are coming up for quarterly filing.
Later, we will look at annual tax filing with the state instead of quarterly.
SSSS now has a state license from Department of Revenue (DOR) and a license from the city.
Steve send a request for a tax ruling to DOR about swag and found that since these are fundraising activities these are exempt. Toliva Shoal and the Black Start Regatta could be considered fund raising activities.
SSSS has prepaid the IRS tax estimate. This is a quarterly payment. If we ultimately qualify as a 501(c)7 for 2018 we will get this money back.
SSSS has filed tax forms for Andrew Kerr.
Taxes have not been allocated to the SSSS sub-groups yet.
We will try for 501(c)7 status this year but we may have too much non-member revenue. This revenue cannot exceed 15% of gross revenue.
Commodore: Board positions needed – Vice Commodore and Treasurer.
Jim will tell the membership about our tax status update.
Meeting adjourned at 8:00 pm